William & Mary Small Purchase Charge Card Program

William & Mary Small Purchase
Charge Card Program
OFFICE OF PROCUREMENT
SPCC Program Administrators
Dave Zoll, VCA, APM
Procurement Processes Spec. – Primary
Marra Austin, VCO
Associate Director - Secondary
Nina Earl
Business Manager/Receptionist - Backup
Office of Procurement Website
http://www.wm.edu/procurement/
Acronyms
Acronym:
Stands for:
SPCC
Small Purchase Charge Card
PA
Program Administrator
STL
Single Transaction Limit
CL
Cycle (Monthly) Limit
BOA
Bank of America
eVA
Electronic Virginia (statewide online based purchasing system) –
Mandatory use
SWaM
Small, Women- and Minority-Owned businesses
VASCUPP
Virginia Association of State College and University Purchasing
Professionals
Introduction to the SPCC Program
 The SPCC Program offers the College an opportunity to streamline
procedures for obtaining and paying for goods and services.
 Program Benefits include:




Allows cardholders to quickly obtain needed goods and services.
Reduces operating expenses associated with invoices and check
processing.
 2,000 transactions per month are processed through the SPCC
program. One payment is made to BOA Visa.
Preserves vendor relationships by providing payment in as little as 3
days.
Supports compliance with the Virginia Prompt Pay Act.
Introduction to the SPCC Program
 The College of William & Mary is a Tier 3 institution.

Allows the College more autonomy to meet the needs of the
institution.
 The SPCC program is administered in accordance with
the College’s Small Purchase Charge Card Procedures
found on Procurement web page.

http://www.wm.edu/offices/procurement/procurement_processes/
small_purhcase_charge_card/forms/SPCC_PoliciesProcedures_10.9.13.pdf
 The SPCC should be used for all official business
purchases under $5,000 where a credit card is accepted.
 SPCC cycle dates run from, roughly the 16th of the month
to the 15th of the following month.
Card Security
 Your card must be kept in a secure but accessible location.
 Do not share your card. The card may only be used by the person whose
name is embossed on the card.
 NEVER make a photocopy of your card or fax or email your full card
number.

Cardholders may fax ordering information to a vendor and call a vendor to provide the card
number live, but do not fax or email the full card number to vendors.
 Internet purchases are permissible only on secure sites – look for a padlock
icon and the https:// designation in your browser’s address bar.
 Report lost or stolen cards immediately to BOA and the Program
Administrator.
 View your transactions through BOA Works to look for fraudulent charges:

The Works application is located at: https://payment2.works.com/works/
Spending Limits
 Each card has a transaction limit and cycle (or monthly) limit.
 Single transaction limits may be set to a maximum of $5,000
(departments’ delegated authority).
 Cycle limits are set based on cardholder spending
requirements up to a maximum of $100,000.
 Limits may be increased by the Program Administrator with a
business justification and supervisor approval via email.

Limit changes may be processed on a temporary or permanent basis.

If temporary, include the date your account should be returned to its original
settings in the email request.
Spending Limits
 KNOW YOUR LIMITS
 DO NOT authorize charges in excess of your SPCC
single transaction or monthly limits for ANY reason.


If a limit increase is needed, email the Program Administrator
with a justification and supervisor approval.
If a transaction is processed by a vendor without your consent,
talk with the vendor directly, document your conversation and
advise the Program Administrator to dispute the charge.
 Splitting orders to circumvent limits is STRICTLY
PROHIBITED and may be cause for card revocation.
Industry Restrictions
 All cards are issued with standard restrictions against:
 Fraud (may never be removed from a card account)
 Gas
 Restaurants
 Lodging
 Any charge attempted in the above categories will decline
unless an exception is requested and the restriction is
removed by the Program Administrator.
 As with limit changes, an email to the Program Administrator
from the cardholder containing a business justification and
supervisor approval is needed to process an exception.

Exceptions are also available on a temporary or permanent basis.

If temporary, include the date your account should be returned to its original
settings in the email request.
Tax Exempt Status
 As an agency of the Commonwealth of Virginia, we are tax exempt from
almost all in-state purchases, exceptions are:



Prepared Foods
Air and Rail Tickets
Lodging
 Some out of state purchases are not applicable to the exemption policy:
http://www.wm.edu/offices/financialoperations/tax/salestax/index.php
 Advise vendors of tax exempt status BEFORE providing your card for
payment.
 The cardholder is responsible for obtaining a refund from the vendor if VA
Sales tax is charged.
 The College State Sales and Use Tax Exempt # 10-546001718

VA Certification form available from Procurement Office. All other states, contact Cindi
Fellows in Tax Account office [email protected] ph: 757-221-2497
SWaM Vendors
 The College is committed to increasing expenditures with
Small, Women-Owned and Minority-Owned businesses.

To be recognized as a SWaM, businesses must be certified with
Department of Minority Business Enterprises (DMBE)
 The College and State have a 40% expenditures goal for
utilization of SWaM businesses.
 Cardholders should consider ordering from a DMBE
certified SWaM for their purchasing needs.
 Search DMBE certified SWaM businesses:

http://www.dmbe.virginia.gov/cgi-bin/search.cgi
eVA Requirements
 Transactions other than Point of Sale (Over the Counter)
and eVA exempt purchases must be processed through
eVA.



eVA – Statewide Electronic Procurement System
Point of Sale: When a card is presented to the vendor and physically
swiped at the vendor’s place of business.
eVA Exempt List
 To the extent possible, cardholders should place SPCC
orders through eVA.

Check the “P-Card” box in eVA to select the SPCC as your payment
method.
 Confirming eVA orders must be created for non-exempt
SPCC orders that are not originally placed in eVA.
Allowable Purchases
Examples of allowable purchases include:
• Advertisements in newspapers
• Air/rail tickets
• Books (do not enter SPCC information into personal online retailer accounts. )
• Office supplies (furniture is not included)
• Vehicle rental (must decline insurance offered)
• Magazine & journal subscriptions
• Conference registration
• Lab supplies
• Professional organization dues, fees & licenses
• Technology – computers, servers, software, consulting (IT must
approve all purchases prior to the transaction)
Additional “Allowable and Non-Allowable Expense's” can be found
in the College’s Small Purchase Charge Card Procedures.
Business Meals
 All standard meal reimbursement guidelines apply
 Documentation for Restaurant Purchases / Supermarket
Purchases
Include itemized receipt
 Number of people attending the meeting
 Meal Type: Breakfast, Lunch or Dinner
 Description of meeting / justification for meals
 Over per diem rate justification – up to 50%

 Business meals above 150% of per diem are NOT
permitted.
Air and Train Travel
 Airline and train travel cannot exceed the rates charged
for a coach fare.
 Documents that validate the passenger name and class of
service are required for all air and rail purchases.


The email confirmation is NOT sufficient, documentation must
include a copy of the ticket or boarding pass to validate class and
traveler.
Travel Authorization form must also be included.
 Appropriate business justification must be included for
additional airline fees and receipts.
Vehicle Rentals
 Vehicles rented using the State SPCC may ONLY be rented through Enterprise Rent-
A-Car or National.
 When reserving a vehicle, Cardholders must reference the VASCUPP contract to
obtain contracted pricing. (Contract#: XZ21032; PIN: WIL)
 The contract includes a Damage and Waiver (D&W) fee – relieves renter of liability of damages
that may occur during rental
 Cardholders must decline rental insurance – Employees and students are covered
under College’s insurance policy.
 Cardholders are prohibited to enter into “Fuel Agreements”.
 Employee must ensure rental is refueled before returning vehicle.
 Business reason in lieu of Travel Authorization must be stated in documentation.
 The rental car receipt must be submitted to A/P with the Cardholder’s reconciliation
statement.
Restricted Purchases
The following purchases may be made ONLY with
prior written justification and PA approval.
Type of Purchase
Contingency
Gasoline
Only for Enterprise rental & state owned
vehicles - for instances when Voyager Card
would not work.
Furniture
Will need a release from Virginia Correctional
Enterprises (VCE) first
Lodging/
Accommodations
One (1) night deposit only to reserve a room –
cannot use SPCC to pay for total stay
Conference Bundling If conference fees are only available as a
package – fees, travel, lodging, meals, etc.
Restaurant Meals
Business related meals
Prohibited Purchases
Examples of prohibited (non allowable) purchases include:
 Alcoholic Beverages (alcoholic beverages cannot be purchased with SPCC under any circumstances)
 Ammunition
 Automobiles
 Boats
 Firearms
 Gift cards
 Purchases from State employees
 Purchases of goods and services for personal use
 Radioactive materials
 Renovation/Construction (including carpeting) – must go through
FPDC
Additional “Allowable and Non-Allowable Expense's” can be found
in the College’s Small Purchase Charge Card Procedures.
Contracts and Agreements
 Cardholders asked to approve vendor/contractor forms
must contact the Office of Procurement for assistance.
 Only employees who have received written delegation of
signature authority may sign contracts or other
agreements entering the College or VIMS into a legal,
binding agreement.
 Unauthorized individuals who sign contractual
agreements on behalf of the College may be held
personally liable for those contracts and may be subject
to additional disciplinary action, up to and including
termination of employment.
Returns and Disputes
 Contact the vendor immediately.
 Start documenting from the beginning.



Date and time of communication.
Person you spoke with and what he/she advised you to do.
Item(s) in dispute and resolution.
 If you need to return the goods, verify the proper way to return the
items with the vendor.
 A credit on the SPCC must be obtained. Store Credit is not
acceptable.
 If you and the vendor are unable to resolve an issue regarding a
credit or a return, contact the Program Administrator for guidance.
Tracking Your Purchases
 Best Practice: Reconcile your transactions as you go
on a Purchase Card Log.

If you are not routinely at a computer, set time aside weekly to
enter the transactions onto the spreadsheet – this will help
keep track of all orders, not just completed and posted
transactions.
Reconciliation & Documentation
 If an item appears on your log but not on your SPCC
statement, highlight item and carry forward to next
month’s log.
 Item on statement but not on log? Determine if you were
billed in error and contact supplier to resolve.
 If an item on statement appears to be fraudulent, contact
BOA Visa and the Program Administrator immediately.
 Cardholders are responsible for keeping track of and
documenting any outstanding items awaiting resolution
(credits, etc.) until completely resolved.
Reconciliation Steps
 After receiving your bank statement (either hardcopy or electronic)

Complete BOA Visa Payment Form




Give a detailed description of the item purchased (Don’t just say amazon.com purchase – give a
description of the items)
Submit the reconciliation packet to your Reviewer for signature.
Make a copy of (or scan) the signed forms and documentation.
A/P Needs:



Signed BOA Visa Payment Form
Documentation for:
 Meals
 Lodging
 Travel
 Rental Cars
NOTE: all other receipts stay at cardholder level
 Send to A/P by the third of the month.
 If there is no activity for the cycle, nothing is required to be sent to A/P for the cycle.
 Best Practice: Send an email to your supervisor advising that there were no charges and save the
email to a shared drive.
Submitting Your Reconciliation to A/P
 The BOA Visa Payment Form is the cover form for the
monthly SPCC reconciliation form submitted to A/P.


It MUST be signed and dated by the cardholder and supervisor
Supervisor’s typed name must also be included on sheet.
 Remember to
keep a signed
copy for your
records
Sample BOA Visa Payment Form
Specific Documentation Requirements for SPCC
Reconciliations to A/P
Submittal of the following documentation to A/P with reconciliation statement is mandatory.

Air/Train Ticket
Attach a copy of ticket purchased or boarding pass to show passenger name and class of service.
Documentation to confirm rates charged were coach fare
Any additional baggage receipts
Travel Authorization
Appropriate explanation for any additional airline fees with receipts





Business Related Food Purchases







Document purpose of function and justification for meals
Number of people attending and list of attendees (if less than 10 attendees)
Type of meal (breakfast, lunch or dinner)
Itemize the average cost per person
Include itemized receipt
Over Per-Diem Rate: Justification is required for meals up to 150% state limits



Business meal reimbursements above 150% are not permitted
Standard meal reimbursement guidelines apply to both restaurant and supermarket purchases
Enterprise Vehicle Rentals



Copy of the rental receipt
Copy of any gas receipts (if applicable)
Business reason included in documentation
Record Retention
 All SPCC documentation must be retained for 5 years
for auditing purposes.

Best Practice: scan all signed documentation and save on the
department’s shared drive.
 Cardholder must retain:
 A copy of the full reconciliation packet to include:
All receipts
 Packing Slips
 Invoices
 Order confirmations to document online purchases

Review of Cardholder & Supervisor
Responsibilities
 Cardholder Responsibilities
 Take the mandatory training as advised by the Program Administrator.
 Keep your card secure.
 Reconcile SPCC account on a monthly basis.
 Certify that all transactions are valid business purchases.
 Report non-compliance to the Program Administrator.
 Notify the PA immediately of any potential fraud.
 Send email to the PA with justification and supervisor approval for any account
changes.

If supervisor information changes, a “Supervisor Change Form” must be submitted
to the PA immediately
 Supervisor Responsibilities
 Take the mandatory training as advised by the Program Administrator.
 Monitor transaction/monthly limits for appropriateness.
 Certify that all transactions are valid business purchases.
 Sign and date the cardholder’s reconciliation on a monthly basis.
 Report non-compliance to the Program Administrator
Violations / Disciplinary Process
 Cardholders and Supervisors will be held accountable for
any misuse of the card.

Cardholders and Supervisors are responsible for reading the
College’s entire SPCC Procedures Manual for complete details.
 Reference the College’s SPCC Procedures Manual
regarding Violations.
 Disciplinary action for violations of the SPCC policies
and procedures range from a courtesy notification for a
1st offense, card suspension from 6 months to permanent
revocation of the card, or possibly termination of
employment.
Contact Sheet
SPCC Program Administrator
Contact
Email
Dave Zoll
[email protected]
Phone #
221-3953
BOA Cardholder Customer
Service
888-449-2273
BOA Fraud – available 24/7
866-500-8262
SWAM Contact (Secondary PA)
eVA User Setup & Training
Enterprise Rent-A-Car
VA Tax Exempt Certificates
(Backup PA)
Out of State Certificates
Supply Room (Office Supplies)
Voyager Gas Card
Marra Austin
[email protected]
221-7636
Lynnette Jenkins
[email protected]
221-3957
Business Rental ID:
XZ21032; PIN: WIL
757-220-1900
877-881-5500
Nina Earl
[email protected]
221-3952
Cindi Fellows
[email protected]
221-2497
CWM: Kathy Mabe
SR: Regina Shackelford
http://www.thesupplyr
oom.com/wm.asp
Auxiliary Services –
Diana Tennis
[email protected]
866-712-1313
x. 2017
221-2500